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On-Site Essentials—A Speaker's Personal Hostess

Author Henri Nouwen once said, “If there is any concept worth restoring to its original depth and evocative potential, it is the concept of hospitality.” As a leader, how do the following Scriptures inform your view of hospitality?

Read 1 Timothy 3:2; Titus 1:8; Romans 12:13; 1 Peter 4:9; Hebrews 13:2; Matthew 25:35.

Speaker’s Personal Hostess

Assigning a hostess to specifically care for the needs of your speaker will be a marvelous on-site expression of hospitality. It’s important to select a woman who is comfortable in conversation, enjoys details, and has a heart to serve.


Provide the hostess with an outline of her responsibilities:

•      Make certain that speaker has your cell phone number.

•      Greet speaker upon arrival.

•      Confirm with speaker that she found her hotel accommodations to be pleasant and comfortable.

•      Plan to escort speaker to and from the conference location.

•      Introduce speaker to event director. At this time the event director may choose to review with speaker the order of
        services, pre-service prayer time and location, and schedule details.

•      Introduce speaker to key personnel: media tech, worship leader, event planning team.

•      Confirm time of “sound check” if one is needed.

•      Assist speaker in setting up and dismantling product booth, if necessary.

•      Make certain that speaker is aware of the location of the “green room” or hospitality suite, restrooms, and general
        layout of event facility.

•      Throughout the event, consistently check with speaker to see if she has any needs or requests. The intention is not to
        “smother” the speaker but to assist her.

•      Confirm meal plans, taking into consideration her preference of time to eat (prior to or after her speaking session)
        and food choices. Save receipts for reimbursement purposes.

•      Before session begins, accompany speaker to the reserved seating area.

•      Pray with or for speaker.

•      Arrange for speaker to have a bottle of water accessible before, during, and after the session.

•      A wonderful way to affirm a speaker is to make note of at least one segment of her presentation that was meaningful
        to you, and mention it to her after the session or event.


Reflection Question

What kind of personality should you look for when choosing a hostess to accompany your speaker? Why is this important?

All Scripture quotations, unless otherwise marked, are taken from the Holy Bible, New International Version®. Copyright © 1973, 1978, 1984, 2011 by Biblicia, Inc.™ Used by permission of Zondervan. All rights reserved worldwide. www.zondervan.com. The “NIV” and “New International Version” are trademarks registered in the United States Patent and Trademark Office by Biblica, Inc.™


“Hosting a Guest Speaker” is published by the National Women’s Department at women.ag.org, 2020. Permission granted for personal use or within a teaching setting. Do not reproduce.